Administrative Services Assistant (Citywide Promotional)

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This recruitment is open to City of Oxnard employees only

The City of Oxnard is seeking an Administrative Services Assistant to join our Police Department. The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining workplace and vendor relationships.

WHAT YOU'LL DO:

• Be the point of contact for Police Department work-related injuries, correspondence with Human Resources risk management division and Human Resources analysts
• May schedule training for sworn and civilian employees
• Oversee timesheet entries of injured and modified duty employees
• Coordinate department events and new employee orientation
• Work with the financial division on funding, payroll, labor distribution, and position control
• Communicating with potential candidates regarding the background process for sworn and civilian positions
• Organizing Department events and ceremonies
• P.O.S.T Liason
• Provide advanced administrative support for the Sergeant and Commander of the Personnel and Training unit

PAYROLL TITLE :

Administrative Services Specialist, Senior

DISTINGUISHING CHARACTERISTICS :

This classification is distinguished from the Administrative Services Specialist in that it serves as a subject matter expert in providing specialized paraprofessional functional/program support and may serve as a lead worker or directly supervise the work of others.

SUPERVISION EXERCISED / SUPERVISION RECEIVED :

May serve as a lead worker, assigning work and monitoring work completion. Receives general supervision on routine items that are performed according to established standards and procedures and receives specific work instructions regarding non-routine matters and deadlines.

WORK SCHEDULE :

The normal workweek is Monday-Thursday, 8:00 am - 6:00 pm, and alternating Fridays, 8:00 am - 5:00 pm. This position may be required to be available to work additional hours as needed to respond to workload needs.

Essential Functions

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.

Provides specialized management service support in assigned functional area or program; coordinates, reviews and oversees related work and program activities; may work as a liaison with contracted vendors supporting functional programs. May serve as a lead worker assigning and monitoring work completion.

Receives and responds to internal and external customer inquiries. Researches, analyzes, troubleshoots, and provides information and support related to functional area or program assignment.

Coordinates, monitors and responds to complex information and record requests; researches related data and information; explains and interprets information related to processes and procedures.

Prepares, maintains and updates system information, databases, tracking systems, logs, correspondence, and/or other related documents; oversees and provides for the maintenance of files, records, data and functional/program documentation.

Performs other duties of a similar nature and level as assigned.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE :

• Calculating pay changes;

• Organizing and coordinating recruitment activities;

• Providing assistance to Police Department applicants;

• Processing and tracking vacancy requests;

• Scheduling interviews;

• Conducting employee onboarding process;

• Assisting employees with benefit questions and processing benefit transactions;

• Working with benefit providers to resolve discrepancies or issues;

• Assisting with FMLA documentation;

• Assisting with retirement/separation consultations;

Minimum Qualifications

The following are the minimum qualifications necessary for entry into the classification:

EDUCATION:

• Associate's degree in related field such as business administration

EXPERIENCE :

• Three (3) years of paraprofessional support experience in field related to area of assignment.
• Must be a current City of Oxnard employee

LICENSING/CERTIFICATIONS:

Depending on assignment, some positions may require:

• Valid California Class C Driver's License with a satisfactory driving record.

OTHER REQUIREMENTS:

• Must be able to communicate in English effectively both orally and in writing

General Information

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs on-line application.
• Complete and submit responses to the supplemental questions, if required.
• Upload resume, cover letter, proof of degree (transcript), or other requested documents.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application. The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. There is currently one (1) full-time vacancy within the Police Department.

The selected candidate(s) must pass a thorough background investigation.

UNION MEMBERSHIP: Positions in this classification are represented by the Service Employees International Union (SEIU). NOTE: For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools, therefore, candidates must be proficient and comfortable with computer use to perform functions associated with ongoing work. Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions. Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis. This position requires a 12-month probationary period. Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them. EQUAL OPPORTUNITY: The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability or sexual orientation. REASONABLE ACCOMMODATION: The City of Oxnard makes reasonable accommodations for individuals/people with disabilities. If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required. LEGAL REQUIREMENT: On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov/e-verify If you have any questions regarding this recruitment, please contact Brenna Perteet at [email protected]. NOTE: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. Retirement Contributions: New members (as defined by PEPRA), 2% @ 62; "Classic" members 2% @ 55. The employee will be required to pay a portion of their annual earnings toward their retirement. The City of Oxnard does not participate in social security. Vacation Accrual Rates: Full time employees accrue vacation leave at a rate of 4.39-8.08 hours per pay period based on years of service. Sick Leave Accrual Rate: Full time employees accrue sick leave at a rate of 3.70 hours per pay period. Deferred Compensation: The City contributes 1% to a deferred compensation program. Bilingual Pay: A regular full time employee may receive bilingual pay at the rate of $50.00-$125.00 bi-weekly depending on the level the employee is required to provide bilingual services as determined by the City Manager or designee. Educational Incentive: Employees earn educational incentive pay for educational attainments not required by the classification. The educational incentive pay is as follows: Associates degree - 2.5%, Bachelor's degree - 3%, Graduate degree - 3.5% Health and dental: Employees can choose from a variety of medical plans provided by the City. The City's contribution to medical coverage is outlined below: Level One - For employees hired before January 1, 2025, the City contributes $1,543.00 per month toward medical insurance premiums and an additional $74.21 per month toward dental insurance premiums. Employees will receive cash back if the medical plan they choose is less than the City's monthly contribution of $1,543.00 per month. Employees who waive medical insurance will receive cash back in the amount $1,243.00 per month provided they provide proof of other qualifying coverage. Any unused dental premium monies are paid to the employee. If employees hired prior to January 1, 2025 make any changes to their health plan, they will be placed in level two. Level Two - For employees hired on or after January 1, 2025, the City will contribute $1,863.00 towards medical insurance premiums with no cash back. Employees who waive medical insurance will receive $500.00 per month cash back provided they show proof of other qualifying coverage. The City will continue to provide $74.21 per month towards dental insurance. Life Insurance: City employees receive Basic Life Coverage and have the option to purchase additional insurance. Tuition Reimbursement: Full-time employees are eligible for 100% reimbursement of the costs of tuition, registration fees, laboratory fees, and books to a maximum of $1,000 per fiscal year for work related coursework. Holidays: The City observes 12 holidays per year.